Page 30 - U4SSC Simple ways to be smart

Keys to success

To implement the system, the city had to face some challenges:

• The local regulatory framework had to be modified to allow residents to use online procedures,
electronic documents and digital signatures.

• The city’s internal processes had to change, replacing paper documents and traditional stamps
with electronic documents and digital certificates.

• Decision-making bodies have had to adapt to issuing all regulations, decrees and agreements
electronically.

The key to success has been organisational change management. In addition to changing the
processes, city employees who were used to paper-based methods, had to learn new processes
and to change their work habits. This required full support from the local authorities and strong
training and support phase to encourage staff to adapt. For Ronda, the transition to the new system
was supported by two months of consultancy after which a specialist local officer took over. This
local officer now provides local support with the supplier offering remote support.

Case 2: Smart fleet management

The problem

Most municipalities have large vehicle fleets to support different city functions including waste
collection, ambulances and emergencies, security patrols and public transportation. The costs of
running and maintaining this fleet can be considerable, including the cost of fuel and maintenance,
insurance and provision for replacement when needed. In addition, municipalities need to manage
and reduce emissions, to schedule the use of vehicles and the related personnel effectively and to
ensure that appropriate policies are in place and adhered to.

The Municipality of Ezeiza, near Buenos Aires, with 160 000 inhabitants was interested in using
technology to make better use of vehicles, to save costs, but also to diminish fuel consumption
and emissions of contaminants. Technology innovations also allow other improvements such as
increased security, tailoring the frequencies of public transport, reduced emergency response
times, and many other benefits.

The solution

Fleet management systems are relatively easy to implement and readily available. Typically, they
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include features such as:

• Defined policies and procedures for fleet management.

• A database of vehicles, their use and current status, as well as details like when they were
purchased.

18 U4SSC: Simple ways to be smart